2.1. Core Values

Some IETF values pervade the selection process. These are often applicable to multiple requirements listed in this document. At a minimum, they include the following:¶

Why we meet:

We meet to pursue the IETF's mission [RFC3935]. This is partly done by advancing the development of Internet-Drafts and RFCs. We also seek to facilitate attendee participation in multiple topics and to enable cross-pollination of ideas and technologies.¶

Inclusiveness:

We would like to facilitate the on-site or remote participation of anyone who wants to be involved. Widespread participation contributes to the diversity of perspectives represented in the working sessions.¶

Every country has limits on who it will permit within its borders. However, the IETF seeks to:¶

1. Minimize situations in which onerous entry regulations inhibit, discourage, or prevent participants from attending meetings; failing that, meeting locations are to be distributed such that onerous entry regulations are not always experienced by the same attendees; and¶
2. Avoid meeting in countries with laws that effectively exclude people on the basis of race, ethnicity, religion, gender, sexual orientation, national origin, citizenship, or gender identity.¶

Where we meet:

We meet in different global locations, in order to spread the difficulty and cost of travel among active participants, balancing travel time and expense across participants based in various regions. Our regional location policy is articulated in [RFC8719].¶

Internet Access:

As an organization, we write specifications for the Internet, and we use it heavily. Meeting attendees need unfiltered access to the general Internet and their corporate networks. "Unfiltered access", in this case, means that all forms of communication are allowed. This includes, but is not limited to, access to corporate networks via encrypted VPNs from the meeting Facility and Hotels, including Overflow Hotels. We also need open network access available at high enough data rates, at the meeting Facility, to support our work, which includes support of remote participation. Beyond this, we are the first users of our own technology. Any filtering may cause a problem with that technology development. In some cases, local laws may require some filtering. We seek to avoid such locales without reducing the pool of cities to an unacceptable level by stating a number of criteria below, one mandatory and others important, to allow for the case where local laws may require filtering in some circumstances.¶

Focus:

We meet to have focused technical discussions. These are not limited to scheduled breakout sessions, although of course those are important. They also happen over meals or drinks, through a specific type of non-session that we call a "Bar BOF", or in side meetings. Environments that are noisy or distracting prevent or reduce the effectiveness of these sessions and are therefore less desirable as a meeting Facility [RFC6771].¶

Economics:

Meeting attendees participate as individuals. While many are underwritten by employers or sponsors, many are self-funded. In order to reduce participation costs and travel effort, we therefore seek locations that provide convenient budget alternatives for food and lodging, and that minimize travel segments from major airports to the Venue. Within reason, one's budget should not be a barrier to accommodation.¶

Least Astonishment and Openness:

Regular participants should not be surprised by meeting Venue selections, particularly when it comes to locales. To avoid surprise, the venue selection process, as with all other IETF processes, should be as open as practicable. It should be possible for the community to engage in discussion early to express its views on prospective selections, so that the community and the IASA can exchange views as to appropriateness long before a venue contract is considered.¶

2.2. Venue Selection Non-objectives

IETF meeting Venues are not selected or declined with the explicit purposes of:¶

Politics:

Endorsing or condemning particular countries, political paradigms, laws, regulations, or policies.¶

Maximal attendance:

While the IETF strives to be as inclusive as possible, both online and in person, maximal meeting attendance in and of itself is not a goal. It would defeat a key goal of meeting if active contributors with differing points of view did not have the opportunity to resolve their disagreements, no matter how full the rooms.¶

Tourism:

Variety in site-seeing experiences.¶

3.1. Mandatory Criteria

If criteria in this subsection cannot be met, a particular location is unacceptable for selection, and the IASA MUST NOT enter into a contract. Should the IASA learn that a location can no longer meet a mandatory requirement after having entered into a contract, it will inform the community and address the matter on a case-by-case basis.¶

• The Facility MUST provide sufficient space in an appropriate layout to accommodate the number of participants, leadership, and support staff expected to attend that meeting.¶
• The Facility and IETF Hotels MUST provide wheelchair access to accommodate the number of people who are anticipated to require it.¶
• It MUST be possible to provision Internet Access to the Facility and IETF Hotels that allows those attending in person to utilize the Internet for all their IETF, business, and day-to-day needs; in addition, there must be sufficient bandwidth and access for remote attendees. Provisions include, but are not limited to, native and unmodified IPv4 and IPv6 connectivity, and global reachability; there may be no additional limitation that would materially impact their Internet use. To ensure availability, it MUST be possible to provision redundant paths to the Internet.¶

3.2. Important Criteria

The criteria in this subsection are not mandatory, but they are still highly significant. It may be necessary to trade-off one or more of these criteria against others. A Venue that meets more of these criteria is, on the whole, preferable to another that meets fewer of these criteria. Requirements classed as Important can also be balanced across Venue selections for multiple meetings. When a particular requirement in this section cannot be met but the Venue is selected anyway, the IASA MUST notify the community at the time of the venue announcement. Furthermore, it may be appropriate for the IASA to assist those who, as a result, have been inconvenienced in some way.¶

3.3. Other Considerations

The following considerations are desirable, but they are not as important as the preceding requirements and thus should not be traded-off for them.¶

• We have something of a preference for an IETF meeting to be under "One Roof"; that is, qualified meeting space and guest rooms are available in the same facility.¶
• It is desirable for Overflow Hotels to provide reasonable, reliable, unfiltered Internet service for the public areas and guest rooms, and for this service be included in the cost of the room.¶
• It is desirable to enter into a multi-event contract with the Facility and IETF Hotels or associated hotel chains in case such a contract will reduce administrative costs, reduce direct attendee costs, or both.¶
• When we are considering a city for the first time, it is particularly desirable to have someone familiar with both the locale and the IETF participate in the site visit. Such a person can provide guidance regarding safety, location of local services, the best ways to get to and from the Venue, and local customs, as well as how our requirements are met.¶